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Request for Proposals

Street Cleaning and Beautification Services

Old City District 35 S. Letitia Street

Philadelphia, PA

Issue Date: February 17th, 2011

Response Deadline: March 11th, 2011

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Table of Contents:

1. Introduction and Overview

2. Philosophy of Approach

3. Old City District (OCD)Mission

4. OCD History

5. Area of Service

6. Description and Scope of Cleaning Services

a. Introduction

b. Goals

c. Reporting

d. Specific Service Requests

7. Instructions for Proposals

8. Disclaimer

9. Deadline

10. Next Steps

11. Questions

12. Appendices

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Introduction and Overview

The Old City District (OCD) in Philadelphia seeks proposals from highly qualified

vendors to operate public space Clean Teams within the boundaries of the OCD. The

OCD’s “Clean Team” performs cleaning and maintenance services intended to enhance

the appearance and attractiveness of “common area” public spaces (primarily sidewalks

from curb line to building line, including fixtures such as trash receptacles and utility

poles) in Old City.

As outlined in the OCD 2010-14 stategic plan the Clean Team shall maintain the quality

of Old City District’s current street cleaning and maintenance programs and current

streetscape programs while collaborating more effectively with the City of Philadelphia

Police Department and other agencies to improve public safety.

Philosophy of Approach

The efforts of the Clean Team are consistent with OCD’s philosophy that positive

perceptions of Old City as a clean, safe, and inviting place to work, live, and visit depend

on several factors. This includes continuous attention to maintenance activities (i.e. litter

removal, graffiti removal, cleaning trash receptacles, weed removal, power washing

sidewalks, etc.), as well as creating and maintaining a safe, pedestrian- friendly

atmosphere.

In addition to possessing cleaning skills, Clean Team members must be dependable,

trustworthy, enthusiastic, and personable. Clean Team members perform their work in the

public arena, where they are seen and observed by thousands of people every day. As

representatives of the OCD working in public spaces, Clean Team members interact with

a wide range of people with diverse personalities and backgrounds – including residents,

business people and tourists - and must be able to communicate and perform their duties

in a clear and friendly manner.

OCD Mission

The Old City District is a place of talented people, significant history, charming shops,

intriguing night life, and loads of entertainment. The mission of Old City District, a

municipal authority/ Special Services District, is to improve Philadelphia's historic

district as a place for people to meet, work, shop and live by supplementing municipal

services with maintenance, public safety, economic development and promotional

programs.

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OCD History

On May 8, 1997 the City Council of the City of Philadelphia adopted Bill No. 970093

authorizing the organization of an Authority known as the Old City Special Services

District of Philadelphia pursuant to the provision of the Municipality Authorities Act of

(1945) (the "Act") (hereafter referred to as the “OCD"). On January 23, 2003, City

Council adopted Bill No. 020737 which extended the term of the authority of the OCD

to December 31, 2022.

The Old City District (OCD) as the Authority is commonly known, was created to

supplement municipal services in the Old City neighborhood of Philadelphia. Its

predecessor organization was Historic East Market Street (HEMS) – itself a spin-off of

the Old City Civic Association – created to preserve and maintain the streetscape

improvements on Market Street from Front to Fifth Sts. OCD was organized to fund and

pursue projects that will improve the safety and appearance of Old City, including

HEMS’ goals of maintaining streetscapes, replacing trees, repairing lighting and spurring

economic development in Old City from Walnut to Florist Streets and Front to Sixth Sts.

Additional information is available at www.oldcitydistrict.org.

Area of Service

The selected contractor will provide the maintenance services outlined in this RFP in the

area within the District boundaries. The area is generally bounded by Walnut Street to the

South, 6th Street to the West, Florist Street to the North, and Front Street to the East. The

Boundary Description is attached as Appendix A along with a Map for illustrative

purposes only.

Certain geographic areas are excluded from the contract since they are serviced by the

National Park Service and the US Mint.

National Park Service

North-South Streets

● 6th Street, ES Race to Walnut

● 5th St., WS Race to Walnut

● 5th St., ES Chestnut to Walnut

● 4th St., ES/WS Chestnut to Walnut

● 3rd St., WS Chestnut to Walnut

● 3rd St., ES Dock to Walnut

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Please note that the former National Park Service Living History Center at 3rd

&

Chestnut Streets is now the American Revolution Center, and NPS no longer is

responsible for the sidewalk in front of this area. This will be in the Contractor’s scope of

work.

East-West Streets

● Arch St., NS/SS between 5th & 6th

● Market St., NS/SS between 5th & 6th

● Chestnut St., NS/SS between 5th & 6th

● Chestnut St., SS, 3rd to 6th

● Walnut St., NS, Dock to 6th

Christ Church

● Market St. @ 2nd – W to end of dog park

● Church St. along first block only (closed to traffic), in front of Christ Church

● 2nd St. @ Market St. – N to end of Christ Church

National Park Service does not maintain American Street behind Christ Church (to

the West) or Filbert Street to the North; this area is within the Contractor’s scope of

work.

US Mint - 151 N Independence Mall East – provides own street sweeping services on

the block bounded by 4th Street, 5th Street, Arch Street & Race Street. The opposite

sides of 4th

, Arch and Race Streets are within the Contractor’s scope of work.

Description and Scope of Cleaning Services

Introduction

Old City District seeks proposals from qualified firms to provide cleaners to perform

activities including, but not limited to, the following:

1. Remove litter, leaves, and debris from sidewalks and curbs using pans and

brooms and mechanized equipment

2. Remove stickers, and handbills from public space infrastructure (utility poles,

trash receptacles, etc.)

3. Remove graffiti from public spaces and private property at street level

4. Power wash sidewalks

5. Remove weeds from tree grates, sidewalk cracks, etc.

6. Remove short-dump garbage

7. Special cleaning projects - as assigned

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Maintenance services will cover the District’s entire 22-block area. Each morning ,

sidewalks will be swept and vacuumed so the District opens in clean condition.

Throughout the day, uniformed employees will sweep walkways to ensure the areas

remains attractive and clean. Sidewalks will regularly receive high-pressure washing to

remove accumulated stains and grime. In addition, graffiti will be routinely removed

from storefronts, light poles and signs. Cleaning will take place seven (7) days per week,

with coverage eight (8) hours a day.

Goals

1. The OCD provides outdoor cleaning services year round, seven days a week.

2. Staffing levels will be reduced from November 1 through March 31, reflecting

inability to perform activities such as power washing, weeding, and other “detail”

work in winter.

3. Cleaners must be friendly, personable, and approachable.

4. In public, cleaners will represent the OCD, not their employer (the vendor).

5. The Contractor’s Clean Team Manager is required to provide written reports

weekly and/or monthly to the OCD’s Board & executive director regarding all

program activities.

6. The Clean Team Manager will also interact face-to-face frequently with the OCD

Board of Directors, Executive Director and other OCD staff.

7. Contractor’s Clean Team members will wear distinctive, easily recognizable

uniforms with the OCD brand. Vendor will supply all components of the uniforms

at its cost, to be approved by the OCD. Vendor will be responsible for ensuring

cleanliness of uniforms and neat appearance of Cleaners.

8. Clean Team members will carry phones or two-way radios for communicating

with supervisors and OCD staff.

Reporting

1. The Contractor shall prepare a weekly written report.

2. The reports shall be made on forms provided by the District and be submitted to

the District office every Monday by noon. Only one such report form per week

covering tasks under contract need be submitted.

3. Any extraordinary condition related to sanitation shall be reported immediately to

the District Executive Director or designee by phone and noted on the weekly

reports submitted to the District office, recording the date, time, and name of the

staff person making the report.

Examples:

a. a new short dump;

b. graffiti on public or private property;

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c. direct observation of leaking commercial or municipal waste collection

vehicles

4. The reports shall contain:

a. Listing the location of:

i.municipal litter receptacles showing signs of illegal use by businesses

and residents;

ii. short dumping - trash set out illegally, at wrong times for pickup ;

iii. vandalism such as window breakage on cars or storefronts;

iv. stickers on surfaces visible but not accessible from the sidewalk.

b. Map showing power washing progress. The Contractor shall submit a

report in map form marked to show the sidewalks cleaned in the preceding

week. This map shall be submitted at the same time as the weekly written

report.

c. listing of hours not worked due to inclement weather.

d. List of graffiti on surfaces visible but not accessible from the sidewalk.

e. Any persistent unclean or unsightly conditions outside the scope of

Contractor’s tasks.

f. Persistent vagrancy, aggressive panhandling or persons in need of social

service referrals.

g. Any other information pertinent to Contractor’s duties.

Specific Services Requested

Unless otherwise specified, the tasks of this scope of work apply to the entire District.

(A map of District boundaries is provided in Appendix A). However, the District has

selected certain areas to receive additional cleaning or maintenance services because of

particularly high pedestrian use or other special conditions (See Appendix C and known

and “Area A”).

Fort the purpose of this scope of work, litter is defined to include any paper, metal, glass,

plastic, wood, organic waste, or composite object, such as cigarette butts, discarded on

the surfaces of the public spaces in the District.

The Contractor shall supply its staff with brooms, dust pans, trash bags, and other

supplies and equipment necessary to perform the tasks of this scope of work. The

Contractor is responsible for bagging and legal disposal of all trash resulting from the

tasks performed.

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1. Sidewalk Cleaning

a. Daily sidewalk cleaning. The Contractor shall perform all tasks listed,

seven days per week starting at first light. The Contractor shall:

i.Power vacuum sidewalks with mechanical equipment in the entire

District to remove litter (e.g., joints between sidewalk bricks).

ii.Clean sidewalks, from curb gutters (defined as 12” into the streets) to

building line, removing all litter, dirt, and weeds. This cleaning

shall specifically apply to the sidewalks and spaces in front of

buildings abutting the sidewalk including the areas within all

commercial property entrance doorways at street level only. .

iii.Clean interior and exterior of planters and tree pits, removing all litter

and weeds.

iv.Remove cigarette butts from all public areas including sidewalks, tree

pits, gutters and subway grates (may necessitate vacuuming)

Please note that the sidewalk material along Market Street consists of

brick pavers laid in sand. They may require special treatment, as power

vacuuming may cause deterioration to this material.

b. Supplemental sidewalk cleaning during peak season. The Contractor shall

perform additional sidewalk cleaning in the Area A of the District every

Friday, Saturday, and Sunday from the Friday before Memorial Day

through the Sunday before Labor Day, 5:00 PM – 8:00 PM.

2. Removal of illegal posters, signs, leaflets, and stickers. The Contractor shall

remove daily all illegal posters, signs, leaflets, and stickers attached to utility

poles, utility boxes, honor boxes, public telephones, other street furniture, and

trees, between the sidewalk and 7 feet above the sidewalk. This task includes the

removal of abandoned bikes and bike locks/chains on posts and of postings, cords,

twine and tape on street lights & poles – remove all, including materials left-over

from temporary parking signage. These shall be removed within a 24-hour period

from the time of discovery. (AS DISCOVERED OR REPORTED). Contractor

will have a grace period of 30 days from the contract commencement date to

remove these items from area A and 120 days from the contract commencement

date to remove the items from all other areas.

3. Gum Removal.* Utilizing gum removal equipment the Contractor shall daily

inspect for and remove gum spots from sidewalks in the public right-of-way.

(* Please provide separate itemized pricing for this service as an optional

component.)

4. Street and gutter wash-down.* The Contractor shall wash the street surfaces and

gutters in area A, daily from May 1st through September 30th. The washdown

time is limited to 6:00 AM to 10:00 am. For the purpose of preparing a bid, the

bidder may assume that it can use water from fire hydrants. The District will

facilitate obtaining any required permission from the City of Philadelphia for the

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use of hydrant water for this task. The Contractor shall supply its staff with

brooms and fire hoses. Sidewalk washing near businesses should not result in

water coming into the businesses through the front doors. (*Please provide

separate itemized pricing for this service as an optional component.)

5. Removal of graffiti.

a. The Contractor shall remove weekly all graffiti from utility poles, utility

boxes, honor boxes, public telephones, public and private signage,

municipal trash cans, other street furniture, and trees between the sidewalk

and 10 feet above the sidewalk accessible from the sidewalk. Inspect for

and remove graffiti from public and private areas in the District, including

street furniture, benches, drinking fountains, fountains, public art, street

planters, trash receptacles, and other public streetscape improvements,

pedestrian and street lighting, signage, equipment and signal cabinets,

kiosks, and other related improvements in public areas, and privately-

owned, commercial properties (on the first story/street level and accessible

from the sidewalk only, up to a height of 10 feet above sidewalk level).

(AS DISCOVERED OR REPORTED)

b. Graffiti shall be removed within a 24-hour period from the time of

discovery. Graffiti includes paint, handbills, and stickers, but does not

include scratched or etched surfaces. However, scratched or etched

surfaces on public property need to be reported to OCD (AS

DISCOVERED OR REPORTED).

c. For graffiti removal of a larger scale or for areas that are not regularly

addressed by the clean team. The Contractor will report the graffiti and

coordinate through OCD with the designated City representative to

determine how and by what means the graffiti can be abated (Inspect for

Daily)

d. The Contractor will not be responsible for graffiti removal from Federal

property including mail boxes

6. Short dump clean up. The Contractor shall clean up short dumps (AS

DISCOVERED OR REPORTED). For purpose of cost estimation, assume ten

monthly occurrences of 1 cubic yard each. Please indicate in your proposal the

method that you will use to dispose of the short dump trash, including type of

vehicle.

7. Cleaning of area around the U.S. Customs House (2nd

& Chestnut Streets). Per

specifications defined by contract between GSA & OCD; attached as Appendix E.

8. Cleaning of alleyways. All alleyways of the District (as described in Appendix B)

shall be cleaned of all litter, dirt, and weeds within a 72-hour period from the time

of discovery. (AS DISCOVERED OR REPORTED). Each alleyway shall be

cleaned at least once a week. Contractor will have a grace period of 30 days from

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the contract commencement date to remove these items from area A and 120 days

from the contract commencement date for all other areas.

9. Power washing of District sidewalks. The Contractor shall conduct high-pressure

power washing of public sidewalks in the District to remove accumulated stains

and grime according to the schedule in Table 1. This does not include the alleys

indicated in Appendix B. Sidewalks will regularly receive this service seven

months per year, from April through October. It is expected that a dedicated

power washing cleaner will take approximately one month to complete a full

cycle through the entire District. Please note that the sidewalk material along

Market Street consists of brick pavers laid in sand. They may require special

treatment, such as a lower pressure setting, as power washing may cause

deterioration to this material.

10. Cleaning of streets after trash haulers. The Contractor shall provide broom

sweeping cleanup of trash in streets left behind after collection from municipal

and private haulers. (AS DISCOVERED OR REPORTED).

Table 1. Power Washing Schedule by Area

Area Description Schedule

Area A. Heavily trafficked

areas See Appendix C

Monthly; start in May,

complete by June

All other sidewalks in the

District

Monthly; start in June,

complete by August

Term

The agreement for the Contractor’s services shall have an initial term of one (1) year,

with annual renewal rights.

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INSTRUCTIONS FOR PROPOSALS

Please provide a written response to this request including the following:

1. Company Name.

2. Principal Name(s).

3. Contact Information (address, telephone and facsimile numbers, email addresses).

4. Brief description of your firm including history, leadership structure, ownership,

areas served, similar contracts/clients served and services provided.5. Business unit and

individuals to be responsible for providing/managing contracted services, including

resumes of individuals. Describe role of individual(s) in managing contract and

percentage of time expected to be devoted to contract. 6. Reference names and contact

information for similar contracts with other organizations. Please provide contact

information, the dates of service, and the services provided for those clients.

7. City of Philadelphia Business Privilege License Number.

8. Technology - document the electronic technology utilized by your firm (i.e. phones,

Black Berries, two-way radios, etc.)

9. Monthly meetings - please indicate who will participate in meetings described above

and how you will ensure that information will be conveyed to the District’s

representatives and others participating in these meetings.

10. Insurance - Please provide proof of all relevant insurance or bonding including

workman’s compensation and liability insurance. Old City District must be added as

Additional Insured on the insurance policies of the selected firm, and a certificate of

insurance satisfactory to the District will be required prior to commencement of services.

11. Scope of services – describe in detail what and how cleaning program-related

services will be performed

12. Recruitment – explain how cleaning staff and supervisors will be recruited and what

criteria will be used to recruit staff. Detail your drug-testing, background-screening,

grooming, and other personnel policies and practices. Provide complete information

about employee benefits.

13. Training – provide details of proposed training (both initial and ongoing), including

topics, instructors, schedule, role of the OCD, etc.

14. Staffing - Indicate the expected staffing levels for each position (sweeper, machine

operator, supervisor etc.), average length of service of your employees, a description of

quality control measures your firm puts in place and how staff will be supervised.

Describe any employee retention efforts.

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15. Social Services – describe your firm’s relationships with the social service agencies

in the areas where you currently/have worked

16. Equipment and uniforms – provide complete list of any proposed equipment. List

and describe proposed uniform elements. Describe how equipment will be maintained

and how uniforms will be kept clean.

17. Staff mobility – describe the methods/equipment for mobilizing staff and hauling

short dump trash pickups.

18. Timeline – show sequence of steps from award notification (anticipated April 1st,

2011) to deployment of cleaners, May 1st, 2011.

19. Budget – provide budget figures for a three-year period (separate figures for each

year). Include detailed breakdown of personnel costs, equipment costs, training costs,

uniform costs, overhead, and profit. Please provide details on direct labor cost versus

overhead associated with the program, including the typical cost of each additional Clean

Team Street Team member.

20. Accountability for performance – Explain how you propose to communicate your

activities, results and hours worked to the OCD and how performance will be measured

and demonstrated.

Disclaimer

In its sole discretion, OCD reserves the right to (1) withdraw this RFP without notice, (2)

accept or reject any or all proposals; and (3) accept proposals which deviate from the

RFP as OCD deems appropriate and in its best interest. The information in this RFP is for

guidance only, and does not constitute any part or all of an agreement. OCD reserves the

right to negotiate with any, all or none of the applicants responding to the RFP.

Following submission of a proposal, the applicant agrees to deliver such further details,

information, and assurances, relating to the purpose and the applicant including the

applicant’s affiliates, officers, directors, partners and employees as requested by OCD in

its discretion. Any and all costs and expenses associated with the preparation of any

report or statement in response to the RFP shall be borne by the applicant. Neither OCD

nor its board members shall have any obligation or liability with respect to this RFP and

this selection and award process or whether any award will be made. Any recipient of this

RFP who responds hereto fully acknowledges all the provisions of this disclaimer and

agrees to be bound by the terms hereof.

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Deadline

Respondents are asked to provide this information on or before 11:59 PM on Friday,

March 11, 2011 by e-mail to gcopeland@oldcitydistrict.org. All information shall be in

written form.

Next Steps

Once a firm is selected, the OCD will propose a contract for execution prior to the

selected firm commencing services. The contract may contain terms in addition to and/or

different from any terms in this RFP. Should OCD and the selected firm be unable to

agree on terms of a contract within a reasonable time (in OCD’s discretion), OCD

reserves the right to terminate negotiations and select another firm to provide the

requested services. Such termination shall be without liability to the prior selected firm.

Alternatively, the OCD may terminate this process and (in its discretion) issue a new RFP

for the requested services.

Questions

Questions about this RFP should be directed to Graham Copeland, Executive Director,

Old City District by e-mail, at gcopeland@oldcitydistrict.org. Please note that phone

calls will not be accepted. All questions and responses will be shared with all RFP

recipients.

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Appendix A

Area of the District

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Appendix B

Alleyways of the District

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Alley names are as follows:

Trotter's Alley

Black Horse Alley

Ionic Street

Hancock Street (Sansom)

Bovine Street

Elbow Lane

Church Street

Cuthbert Street

Filbert Street

American Street

Bread Street

Cherry Street

Quarry Street

Orianna Street

Mascher Street

Elfreth's Alley

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Appendix C

Area A

Enhanced Cleaining Areas

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Appendix D

US Customs House GSA Contract

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